How to use Spell Check in Outlook?

Last Updated on December 25, 2023 by Amit Bansal

Utilizing Spell Check in Outlook is a straightforward process that ensures your emails are polished and professional before they reach their recipients.

Once Spell Check is activated, it operates in the background, underlining misspelled words and grammatical mistakes, allowing you to correct them on the fly or before sending your message.

To get started, you’ll need to access the Spell Check settings, which can be found in the Mail section of the Outlook Options.

With options to automatically check spelling before emails are sent and customizable features that align with your writing style, you can tailor the Spell Check to meet your needs.

Navigating these settings is simple, and with a few tweaks, you can greatly enhance the accuracy of your written communication in Outlook.

Understanding Outlook Spell Check

In this section, you’ll gain a precise understanding of how the Spell Check feature operates within Microsoft Outlook, helping you to maintain clarity and correctness in your communications.

Spell Check and Its Importance

Spell Check in Outlook is an indispensable feature designed to enhance your writing by detecting and correcting spelling and grammatical errors.

This tool is crucial for conveying messages with professionalism and precision.

Developed by Microsoft, the Spell Check functionality has been a core component of Outlook versions from 2010 to 2013, 2016, and 2019, and continues in Outlook for Microsoft 365 (2021).

  • Spelling Accuracy: Outlook’s Spell Check quickly analyses the text for misspellings, offering alternatives to ensure your message is free from common typos and spelling mistakes.
  • Grammatical Correctness: Beyond basic spelling, it also checks grammar, helping you avoid common grammatical pitfalls.
  • Communication Clarity: By eliminating errors, Spell Check aids in maintaining the clarity of your message, making sure that your recipients understand your intent without the confusion that errors might cause.

Utilizing Spell Check in Outlook is a secure way to polish your emails on any device, safeguarding your reputation and the professionalism of your correspondence.

Keep in mind that Outlook’s spell-checking abilities have evolved, with each iteration of the software offering improved detection and correction of written mistakes.

Setting Up Spell Check in Outlook

Ensuring that your emails are free of spelling errors is essential for professionalism.

Outlook provides built-in tools to help you manage and correct spelling mistakes before sending your emails.

Accessing Spell Check Options

To access spell-check options in Outlook, navigate to File tab >> Options. In the Mail category, locate the Compose messages section.

Here, you’ll find options to control the spelling and autocorrect features. It’s important to familiarize yourself with these preferences to maintain accuracy in your communication.

Configuring Spelling & Grammar Settings

In the Spelling & Grammar settings, you can enable Always check spelling before sending which prompts Outlook to verify spelling each time you attempt to send an email.

For Microsoft 365, Outlook 2016, and Outlook 2019 users, you can also manage AutoCorrect Options to automate corrections as you type.

Within these settings, you can customize how Outlook handles misspelled words in your email compositions, ensuring that common typos are corrected automatically.

Lastly, under the AutoCorrect Options, modify the AutoCorrect tab to tailor your preferences, such as whether to replace text as you type or to capitalize the first letter of sentences.

Taking the time to set these preferences helps in maintaining consistency and accuracy across all your composed messages.

Also Read: – How to Set up AutoCorrect in Outlook?

Enabling Automatic Spell Check

To ensure your emails are polished and professional, enabling automatic spell check in Outlook is essential.

This feature helps you correct errors as you compose messages, boosting your confidence in the content you send.

Firstly, access the settings where you can enable spell check:

  1. Open Outlook and click on File >> Options.
  2. In the Mail category, find Compose messages.
  3. Look for the option titled Always check spelling before sending and check the box.

This action ensures that every time you click “Send,” Outlook automatically reviews your email for spelling mistakes. If no errors are found, your message will be sent immediately.

For those times when you’re writing an email, Outlook’s AutoCorrect feature can be incredibly helpful. It corrects common typos and mistakes as you type, streamlining your workflow. Here’s how to turn it on:

  • Navigate to File > Options > Mail and then select Editor Options.
  • Choose Proofing followed by AutoCorrect Options.
  • In the dialog box, you can select or clear Replace text as you type according to your preference.

By activating automatic spell check, not only do you save time but also ensure your emails are error-free.

Remember that customizing these settings to suit your writing style can significantly enhance your communication efficiency in Outlook.

How to enable manual spell check in Outlook

To manually use spell check in Outlook, follow these steps:

  1. Begin by composing your email in Outlook as you normally would.
  2. Before sending the email, go to the Review tab on the Ribbon at the top of the Outlook window.
  3. Click on Spelling & Grammar to start the manual spell-check process.
  4. Outlook will highlight any spelling errors with a red squiggly line and grammatical mistakes with a blue double underline.

If you right-click on a highlighted word, a list of suggestions will appear for the correct spelling.

Choose the correct option to replace the misspelled word. If the word is correctly spelled but not recognized by Outlook’s dictionary, you can add it by selecting Add to Dictionary.

It’s important to note that if you have previously disabled spell check, you may need to re-enable it. Navigate to File > Options > Mail, and then click on Spelling and Autocorrect to access the spell check settings. Here, you can re-enable the spell-check option.

Remember, taking a moment to manually check spelling and grammar in Outlook is a simple step toward maintaining professionalism in your communications.

Keyboard Shortcut to initiate SpellCheck in Outlook

Additionally, you could use the shortcut F7 on your keyboard after step one to directly initiate the spell check.

This quick command will trigger the spell check to begin reviewing your email content immediately.

Inbuild Spell Check vs Grammarly in Outlook

When using Microsoft Outlook, you have two primary tools at your disposal for checking the quality of your writing: the inbuilt spell-check feature and Grammarly.

Both tools are designed to help you prevent errors in your emails, but they function somewhat differently and offer various levels of assistance.

Here’s a comparison to help you understand the key differences:

FeatureInbuilt Spell Check in OutlookGrammarly in Outlook
AvailabilityBuilt into OutlookRequires an add-in installation
ScopePrimarily focuses on spelling errorsChecks spelling, grammar, punctuation, and style
CostFree with OutlookFree for basic checks; premium features require payment
Ease of UseActivated automatically; simple right-click correctionsUser-friendly interface with detailed suggestions
CustomizationAllows adding words to dictionaryOffers personal dictionary and style guides in Premium
LanguagesLimited to installed language packsSupports multiple languages with more flexibility
PerformanceChecks as you compose the email or when sendingReal-time suggestions as you type
Advanced ChecksBasic spell-check onlyOffers advanced checks for sentence structure and tone

It’s important to note that while the built-in spell check in Outlook is convenient for quickly catching spelling missteps, Grammarly offers a comprehensive writing assistant that can improve the overall quality of your communication.

The service offers context-based suggestions and is particularly useful if you wish to avoid common grammatical mistakes and enhance clarity.

However, keep in mind that while Grammarly’s fundamental tools are free, access to the full range of capabilities requires a subscription.

Also Read: – How to add Grammarly to Outlook?

Frequently Asked Questions (FAQs)

Spell check in Outlook ensures your emails are free of typos and grammatical errors.

Here’s how to navigate common queries about its use across different versions and platforms.

How can I locate the spell-check feature in Outlook online?

In Outlook on the web, spelling is checked automatically. However, you can adjust settings for autocorrect and highlight misspelled words through your Windows typing settings.

What steps should I follow to use the new spell check in Outlook?

The new version of Outlook may require you to open the Editor settings once to activate the spell-check feature.

For a thorough check, you can also manually review the document by using the Review tab’s Spelling & Grammar tools within the message composition window.

What are the common reasons why spell check fails to work in Outlook 365?

If the spell check isn’t working in Outlook 365, it might be due to settings not being enabled, the text being marked as ‘Do not check spelling’, or you may need to configure language settings properly.

How do I use spell check in the Outlook mobile application?

Spell-check functions are typically integrated into your smartphone’s keyboard settings rather than the Outlook app itself. Ensure that your device keyboard settings have the spell-check options enabled.

How can I change the spell check language in Outlook 365?

To change the spell check language in Outlook 365, go to the Review tab, select Language, and set your Proofing Language. This will apply the chosen language rules to your spell check.

How to stop spell check in Outlook?

To disable spell check in Outlook, navigate to File >> Options >> Mail and uncheck the option “Always check spelling before sending”. This will stop Outlook from performing an automatic spell check before you send emails.

How to Add a Word to Spell Check Dictionary?

This feature is useful when you encounter a word that appears as an error but is correct in your context, such as a company-specific term, name, or abbreviation.

By adding this word to the dictionary, you ensure it’s recognized as correct in future documents. This option allows you to expand the Outlook dictionary with custom spellings, preventing future error flags for these specific words.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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